Skip to main content

Executive Personal Assistant

By

JOB ID : EB-1173915023

Send your resume to info@insearchsf.com with the job ID

 

ATTRACTIVE FACTORS

  • Opportunity to work alongside incredibly smart and successful UHNWI’s.
  • Beautiful office space overlooking Sunset Blvd
  • Unlimited growth potential within the company
  • Exposure to individuals that are at the top of their industries

 

KEY RESPONSIBILITIES

  • Scheduling: manage the principal’s calendar and schedule and confirm meetings, interviews, and appointments
  • Maintenance of multiple data repositories (OneNote, Asana, contacts)
  • Liaise with internal Travel Coordinator and/or book travel and arrange flights, ground transportation, and accommodations. Serve as primary POC for principal and
  • family. Responsible for maintaining travel database with preference and research of new items.
  • Responsible for making and adjusting reservations on behalf of principal
  • Work closely with internal staff and external support personnel to ensure smooth day- to-day operations for the principal and his family members
  • Organize meetings and prepare materials.
  • Research, compile, and present options for family-friendly activities based on location.
  • Remind principal of important tasks and deadlines and assist with daily time management
  • Act as the principal’s first point of contact and handle correspondence via email and phone while prioritizing important or sensitive matters
  • Make purchases on behalf of principal, such as gifts, and assist with expenses
  • Assist with event logistics and planning

TOP KEYS FOR CLIENT

 

  • Effective multi-tasker
  • Proactive
  • Responsible and dependable
  • Strong organizational and communication skills
  • 24/7 mindset always reachable by cell or email, especially when traveling
  • A strong work ethic: “No task is too big or small”
  • Ability to work well both independently and within a group

 

Executive Personal Assistant

By

JOB ID: EB-9554239653

Send your resume to info@insearchsf.com with the job ID

Responsabilities:

(1) Lead on executive communications, calendar management and prioritization of time

●  Manage all executive scheduling and calendar (including professional commitments and personal appointments), travel (commercial and private/personal) and expenses

●  Help to maintain time management in accordance with Client’s priorities

●  Communicate to all stakeholders and personnel as required around the calendar

●  Help screen and prioritize all inbound communications (including emails and calls); draft responses as needed and project manage all correspondence including follow-ups

●  Demonstrate high-quality, transparent, and proactive communication internally and externally

 

(2) Assist with meeting preparation and coordination of follow ups

●  Oversee meeting goals, ensure agendas are set and communicated directly with team, tracking key action items until resolved

●  Prepare documents and other materials for all meetings and appointments, attending and transcribing meetings and calls as needed.

●  Assist with meeting follow ups

●  Compile and draft weekly reports and weekend binder for historical documentation as well as prospective planning

 

(3) Support on relationship management across stakeholders

●  Nurture professional and personal relationships as appropriate, including gifting, invitations and various written communications

●  Build and maintain relationships with counterparties of Client’s friends and professional contacts

●  Support and maintain a CRM or database with contact details and history

 

(4) Assist in implementing reporting and other formal processes for Client’s businesses

●  Establish and regularly maintain all databases and systems daily and/or weekly as needed

●  Work closely in partnership with Client’s accounting team to support invoicing and payment of vendors, including coordinating expenses and travel of Client and Client’s team

 

(5) Provide operational support for fashion business

●  Supervise all travel preparation and on-road management, including everything from packing, styling, scheduling ground transportation and security to organizing meals, maintaining fitness goals, running errands and managing a prompt schedule

●  Work with clients and stylist on fashion and styling needs

●  Coordinate with stylists and fashion houses for planning, preparation, and styling needs,

including managing the digital closet

●  Organize logistics for various team off-sites and events

●  Oversee contractors and freelancers as needed

 

(6) Provide support for personal endeavours

●  Organize and manage all personal matters, including but not limited to coordinating deliveries and pickups, errands, maintaining a supply of regularly used items, and supporting health and fitness goals

●  Coordinate and support the house manager as needed

 

WHO YOU ARE:

●  3+ years of extensive executive senior leadership and administrative experience

●  Exceptionally detail-oriented with excellent time management skills

●  Strong organization skills with the ability to multitask projects through from start to finish

●  Demonstrated ability to learn fast and solve unique challenges

●  Resilient and able to adapt to changing needs, priorities and responsibilities

●  Strong writing skills: concise, articulate and polished

●  Excellent interpersonal and networking skills

●  Exceptional emotional intelligence

●  Maintain a high degree of discretion in all aspects of work and display courtesy and professionalism in all interactions and with all contacts, managing difficult and/or sensitive situations effectively and appropriately

●  Experience with high-volume travel and calendaring

●  Expert coordinator of private and commercial travel, both domestic and international

●  Adheres to complete confidentiality on all business and employee matters

●  Manages confidential and sensitive information with tact and discretion

●  Minimum of 3-year commitment expected, opportunity for growth with strong performance

●  Knowledge of and interest or experience in fashion, beauty, fitness and/or entertainment, a strong plus

Executive Personal Assistant

By

JOB ID: EB-4281928875

Send your resume to info@insearchsf.com with the job ID

 

Executive Personal Assistant – Los Angeles Area

The ideal candidate will have prior experience working as a Personal Assistant to a high-net-worth individual(s), family, or high-level executive, a bachelor’s degree, strong verbal and written communication skills, strong organization skills, creativity and be very proactive and well presented. The ideal candidate would be based in the Los Angeles area to oversee necessary projects/administrative duties and available to meet with Principals at least once a week but more frequently if required. There will also need to be flexibility to travel to from time to time as needed.

Responsibilities:

Primary responsibilities will include a variety of administrative functions, including:

  • Calendar management
  • Appointment scheduling; corporate meetings and personal/medical appts
  • Drafting of formal correspondence
  • Organization and management of sophisticated and complex private travel logistics and itinerary creation; passport and visa coordination
  • Event coordination for social gatherings and philanthropic events
  • Must accomplish tasks and goals in a respectful and professional manner with a strong sense of urgency and accuracy.
  • Liaising with house staff, business partners, etc.
  • Handling of Art acquisitions including shipping, storage if required; obtaining jpegs and Certificates of Authenticity.

Share values of Respect, Integrity, Honesty, Innovation and Execution.

Qualifications:

  • 3+ years prior experience as a personal assistant to a HNW individual or family
  • Personality of calm and control that truly “owns” responsibilities and enjoys the role of executive administrative support
  • Trustworthy and confidential in nature
  • Strong verbal and written communication skills
  • Strong tech skills (including proficiency with computers and mobile devices, able to troubleshoot household technology, etc.)
  • Great attention to detail and highly organized
  • Able to multitask and perform diversified duties under pressure with independent judgment
  • Interact professionally and respectfully with household staff and vendors.
  • Bachelor’s degree
  • Valid driver’s license and passport as some travel and international will be required.

EPA supporting 2 General Partners

By

Job ID:EB-8261772687
Submite your resume to info@insearchsf.com with the job ID.

POSITION:
EA-PA supporting 2 General Partners, including a Founding Partner
Role will be approximately 70/30 split (70% EA/PA support to the Sr. Founding Partner and 30% for the other GP)

HOURS:
8:30/9am to 6:30pm ET
5 days a week in office

ATTRACTIVE FACTORS:
· Great company culture–exciting, mission-oriented team environment
· Work alongside very bright, enthusiastic professionals who are passionate about what they do
· Well-funded, established VC firm with a growing portfolio which includes well-known companies such as Pinterest, Airbnb, DraftKings, and Shopify among many others
· Benefits—MDV 100% Coverage + 401k
· 20-day PTO + 5 Sick Days
(NOTE: 10-day flex PTO + set 5 days btw Christmas-New Year’s Day + set 5 days the week before Labor Day)
· Daily Lunch provided
· Many other perks such as Cell Phone and Internet Stipend

KEY RESPONSIBILITIES:
· Heavy Scheduling/calendar management and general support for General Partners anticipating needs and supporting with general meeting prep, daily schedule maintenance
· Plan and schedule travel, accommodations, and other reservations for business trips, with often changing travel itineraries
· Support with expense reporting
· Be an extension of the General Partners; liaise with high-profile clients
· Demonstrate superior attention to detail in all areas of responsibility
· Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars
· Ad hoc project support

TOP KEYS FOR CLIENT:
· EA-PA, 6-8+ years of relevant experience (i.e., PE/VC background a plus, but not required)
· Expertise in calendar/meeting/travel management (Board meeting scheduling experience a plus)
· Proactive/strategic scheduler who knows how or is willing to learn the NYC restaurant scene
· PA and/or concierge/high-level hospitality experience is a plus (PA related work can make up to 50% of the job on some days so a high-level “go above and beyond” mindset is required)
· Highly motivated and organized approach, with an excellent work ethic, judgement, resourcefulness, and bias towards getting things done
· Professional, poised, and positive-upbeat demeanor with a strong “white-glove” customer service mentality
· Experience working in a fast-paced environment with constantly changing priorities and competing demands
· Extraordinary attention to detail (including timeliness) and an internal drive to produce
· Strong tech fluency with experience in: Microsoft Office Suite, Google Suite, and Slack
· Exceptional written and oral communication skills
· Effective interpersonal skills, positive and upbeat with an ability to interface with personnel at all levels of the company
· Team player with a desire to roll up sleeves and help; motivated by the opportunity to contribute on a small, tight-knit team
· Understands the sensitivity of confidential information and documents and handle all sensitive situations with tact, diplomacy, and good judgement
· Able to anticipate needs and act upon requests independently